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ICIS INVENTORY TRACKER

Introduction

The ICIS Inventory Tracker module (InTrack) is an application that manages any item in storage. It can operate as a Stand-Alone system or integrated with other interface modules such as the SETGEN.

The functions of InTrack are:

• to retrieve inventory information for entities, where they are stored, what quantities are in storage and what quantities are available for use,

• to do reservation for an item, and

• to deposit an amount for storage.

InTrack allows the user to specify default values to use at start-up by reading the [IMS] section of the current INI file. The types of default values are: SeedStorageLocation, SeedStockTrait, Label1, Label2, Label3, Label4 and Prefix.

The [IMS] section follows the INI file format. For example, to specify the location type for InTrack, the [IMS] section must include the following line: SEEDSTORAGELOCATION = 1500. The table below contains IMS keys that may be specified to a desired value, if the default value is otherwise. If a key is not found, the corresponding default value (in parenthesis) is assigned.

Key	Valid Values	Remarks
SEEDSTORAGELOCATION	1500 (-1)	indicates the ltype (locationtype)from the locations table of the GMS database to filter the locations used by IMS
SEEDSTOCKTRAIT	1500 (-1)	indicates the traitid from the TRAIT table of the DMS database to filter the scales used by IMS
LABEL	LEVEL1 LEVEL2 LEVEL3 LEVEL4	indicates the titles of each location level e.g. LABEL1 = name of organization, LABEL2 = name of organizational unit, LABEL3 = name of Storage Location (Shelf,room), LABEL4 = name of storage inside LABEL3(tray)
PREFIX	(GR)	any four-letter-acronym that identifies which unit or group the inventory data belongs to;this is used for barcoding purposes e.g. PREFIX = GR means the inventory data belongs to Genetic Resources
DEF_CTRYID	171	the default COUNTRY ID to be used in filtering locations
NTYPE	(1)	determines which name is to be displayed on the inventory details section which is linked to the UDFLDS table of the central GMS database,for example, 0 is for designation designation, 11 for IRTP name, 1 for accession name.

Starting InTrack

Start InTrack by selecting InTrack from the ICIS Launcher.

Stand-Alone

Main Screen

The screen is basically a form on which the user retrieves inventory information for any germplasm. The Main Screen is also the starting point from which the user can access all other parts of the program: Reserve seeds, Deposit seeds, Create Lots, and enter the Administrator’s Form by logging on as administrator.
The Main Screen is divided into five parts.

The first part is the List Selector window which is located on the left window panel. This window displays the lists in tree form, where a list can be a parent or a child of another list.
The second part is the List Data window located at the upper right-hand window panel. This window displays all germplasm records grouped together from a selected list.
The third part is the Inventory Filters window. The user can filter an inventory list by Location and/or by Lot Units. The small blank window called the location list window is populated when a location is selected.The ellipses button beside the location list window displays the Locations window where a list of locations in hierarchial form can be viewed. From here the user can select a location.More explanation on the Locations window will be discussed on the latter part of this document. The Clear Locations checkbox beside the ellipses button clears the locations list, when tagged, and reverts the location list when untagged.
The fourth part is the Germplasm Scope window where the type of retrieval of germplasm is specified. The button Exact GID retrieves the inventory information of the germplasm selected from the List Data window.The Derivative Neighborhood button retrieves all inventory information of the derived germplasms of the selected germplasm from the List data window. While the Management Neighborhood button retrieves all inventory information of the selected germplasm either by Seed Increase or By Hybrid. Take note that the facility on retrieving Management Neighborhood by Hybrid is curently unavailable.
The fifth part is the Inventory Details window where the inventory information of the selected germplasm is displayed. The information on this window are : the Tag column sets which row/s the user has selected by clicking on the row/tag column combination. An x mark is displayed for tagged rows; the GID column is the unique identifier of a germplasm which populated by the system; the Germplasm Bank Accession column displays the Accession number of a germplasm. Take Note that this column's name and data changes depending on what type is specidied in the [IMS]- NTYPE section of the INI file, for example, it can be named Designation and the designation of the germplasm is displayed or it can be named IRTP name and the IRTP name is displayed; the LotID column is the unique number assigned to each inventory Lot, where a Lot is a combination of GID, Location and Scale;the Lot Location column displays the location of the germplasm in the stock room; the Lot Units column displays the scale used in weighing the germplasm;the Available Balance column displays the actual amount inside the stock room plus/minus the deposit/reserved amount, respectively; the Actual Balance column displays the exact amount that is in storage; the Remarks column displays any comments set by the user upon adding lots; and the No. of Reserves column displays the number of reservations for a germplasm.

Retrieve Mode

Retrieving of records is done by double-clicking on a list from the list selector. A list of germplasm is displayed on the List Data window located on the upper right window pane. Notice that the title of this window is the name of the selected list and the total number of entries (in this case germplasm) in that list.

The user is then given the option to supply the necessary information – the GID (by clicking on (a) row/s on the List Data window ), the Lot Location and Lot Units which are both located on the Inventory Filters window. The user then clicks on the Retrieve button on the toolbar to display the inventory information on the Inventory Details window.

If only the List is provided by the user, the system retrieves all inventory records for that list. When the user supplies GID, Lot Location and Lot Units, or any combination of these three items along with the list, the system filters the retrieval of records to those criteria.Notice that the title of the Inventory Details window shows the total number of inventory entries.

On the event that there are no existing lot records for the selected GID/lot location/lot units combination, a Non-Existent Lot Data window displays.

The Non-Existent Lot Data window is divided into two parts:

The first part called the List of Non-Existing Inventory Data window displays the following information : the Tag column sets which row/s the user has selected by clicking on the row/tag column combination. An x mark is displayed for tagged rows; the GID column is the unique identifier of a germplasm that is not existing in the IMS database; the Germplasm Bank Accession column displays the accession number of a germplasm. Take Note that this column's name and data changes depending on what type is specified in the [IMS]- NTYPE section of the INI file, for example, it can be named Designation and the designation of the germplasm is displayed or it can be named IRTP Name and the IRTP name is displayed; and the Remarks column displays any comments related to the germplasm information.
The second part prompts the user to do certain actions which is divided into 3 steps :
(a) Step 1 allows the user to create a lot data in the IMS database. The user can select a location by clicking on the ellipses button, then the Locations window displays.

Locations in the inventory system are treated in hierarchal order,that is,locations have a parent-child relationship. On this window,the first filter is the Country where the user can select which country the storage space is located. The second filter is the first level or the highest level of hierarchy.On this example it is named Organization. Under this is the organizational unit where the storage space belongs,which is the third filter and second level of hierarchy,given on this example it is named Unit . The fourth filter is the third level of hierarchy,which is named Collection or the group where the germplasm belongs. The fifth filter is the fourth level of hierarchy called Tray on our example. After selecting a location, the user clicks on the Ok button to go back to the Non-Existent Lot Data window. Notice that the location list window displays the selected location.

Then the user selects a scale from the pulldown window.

Clicking on the Create Lot button creates and saves the lot/s to the database. A confirmation window displays. Notice that the Remarks column displays the Lot ID of the added records.

(b) Step 2 allows the user to add the germplasm in a list. The user has two options : either to select and existing list or create a list.
When selecting a list, the user clicks on a listname from from pull-down window

Then clicks on the Add Entries to list button.

A confirmation window shows

Clicking on the Yes button adds entries to the selected list.Then an information window displays.

While a list can be created by clicking on the Create List button displaying first an information message stating that creating a list automatically adds entries from the List of Non-Existing Inventory Data window.

Then the SaveAs window displays where the user has to supply the following information:
The List Name which has maximum length of 47.
The List Type.
The Title of the list.

After supplying these information, clicking on the Save button adds the list to the database, otherwise clicking on the Cancel button aborts the operation.

When the user opts to save the list an information window displays.

(c) Step 3 allows the user to close the window. The user can close the window anytime without creating lots or adding germplasm to a list. Notice that the new list is added on the List Selector window, in case the user creates a new list.

Adding a Lot Record

To add a Lot record, select Add Lot/Location sub-menu item on the Main Menu.

Then do the following:

(a) Select a list from the List Selector then tag an entry/entries from the List Data window.

(b) Select a location by clicking on the ellipses button to display the Locations window.

Locations in the inventory system are treated in hierarchal order,that is,locations have a parent-child relationship. On this window,the first filter is the Country where the user can select which country the storage space is located. The second filter is the first level or the highest level of hierarchy.On this example it is named Organization. Under this is the organizational unit where the storage space belongs,which is the third filter and second level of hierarchy,given on this example it is named Unit . The fourth filter is the third level of hierarchy,which is named Collection or the group where the germplasm belongs. The fifth filter is the fourth level of hierarchy called Tray on our example. Notice that the location list window displays the selected location.

(c) Select a scale from the Lot Units list on the Inventory Filters window.

These entries are required for adding a lot record. On the Comments line, enter any remark, then pressing on the Save button on the toolbar will save the record to the database. The new record is then shown on the Inventory Details window.Notice that the data on the Available Balance and Actual Balance columns are 0.

Reserve Mode

Accessing the Transaction-Reserve Window is done by tagging on items on the Inventory Details window (after retrieving records) then selecting Reserve sub-menu item on the Main Menu.

The Transaction Window is shown by the system displaying the Lot ID, GID and Available Balance of the tagged items from the previous window.

The user can then encode the number of units to reserve, commitment date of the reservation and any comment on the reservation being made, on the space provide for each item

In the event that values for all items are the same, the user can click on the column headers of Units to Reserve, Commitment Date and Comments, where a pop-up menu will be displayed.

A small window will display prompting the user to enter the No. of Units to Reserve, the Commitment Date and Comments when the user clicks on their respective column headers. Pressing on the Ok button will apply these values to all Lot IDs in the window.

When the user wants to assign a Requestor for this transaction, an item is selected from the Requestor drop-down list.

Notice the Reserve Now checkbox is tagged. This means that the user wants to make the reserve immediately. If untagged, the user has the option to send the list of items to reserve to the administrator via email.

The system will show a confirmation message on sending an email request to the administrator.

The user then clicks on No to continue without sending an email message to the administrator.

If the user opts to send an email notification to the administrator, a Send Email window shows.

The following are the items on this window:

The From box displays the name of the selected user from the previous window.
The To box displays the name and email address of the person that the document is sent to. The user can select the name by clicking on the pulldown window beside the box, select a person, then click on the Add button.
The CC box displays the name of and email address of the person that needs to be copy furnished.The user can select the name by clicking on the pulldown window beside the box, select a person, then click on the Add button.
The subject is given by the system but the user can change it.
The file attachment is given by the system but the user has an option to select another file by clicking on the ellipses button.
The user can write anything on the body of the email,which is the white space below the attachment.

After setting up the email layout, the user has to click on the Send button to send the notification or the Close Window button to cancel the sending of email.Take note that when sending an email using Microsoft Outlook, it displays warning/confirmation messages. The user needs to click on the Yes buttons everytime to continue otherwise click on the No or Cancel button to abort. If the message was sent, an information window will display.

After deciding whether to send email notification to the adminstrator or not, an information window displays the number of transactions added to the database.

The user has to click on the Ok button of the Transaction Window to save changes to the database. The Transaction Window closes and the system brings the user back to the IMS Main Screen.

Notice that the Available Balance column has decreased by the reserved amount.

Deposit Mode

Accessing the Transaction-Deposit Window is done by tagging on items on the Inventory Details window (after retrieving records) then selecting Deposit sub-menu item on the Main Menu.

The Transaction Window is shown by the system displaying the Lot ID and GID of the tagged items from the previous window.

The user can then encode the number of units to deposit, commitment date of the deposit and any comment on the deposit being made, on the space provide for each item

In the event that values for all items are the same, the user can click on the column headers of Units to Deposit, Commitment Date and Comments, where a pop-up menu will be displayed.

A small window will display prompting the user to enter the No. of Units to Deposit, the Commitment Date and Comments when the user clicks on their respective column headers. Pressing on the Ok button will apply these values to all Lot IDs in the window.

When the user wants to assign a Donor for this transaction, an item is selected from the Donor drop-down list.

Notice the Deposit Now checkbox is tagged. This means that the user wants to make the deposit immediately. If untagged, the user has the option to send the list of items to deposit to the administrator via email.

The system will show a confirmation message on sending an email request to the administrator.

The user then clicks on No to continue without sending an email message to the administrator.

If the user opts to send an email notification to the administrator, a Send Email window shows.

The following are the items on this window:

The From box displays the name of the selected user from the previous window.
The To box displays the name and email address of the person that the document is sent to. The user can select the name by clicking on the pulldown window beside the box, select a person, then click on the Add button.
The CC box displays the name of and email address of the person that needs to be copy furnished.The user can select the name by clicking on the pulldown window beside the box, select a person, then click on the Add button.
The subject is given by the system but the user can change it.
The file attachment is given by the system but the user has an option to select another file by clicking on the ellipses button.
The user can write anything on the body of the email,which is the white space below the attachment.

After setting up the email layout, the user has to click on the Send button to send the notification or the Close Window button to cancel the sending of email.Take note that when sending an email using Microsoft Outlook, it displays warning/confirmation messages. The user needs to click on the Yes buttons everytime to continue otherwise click on the No or Cancel button to abort. If the message was sent, an information window will display.

After deciding whether to send email notification to the adminstrator or not, an information window displays the number of transactions added to the database.

The user has to click on the Ok button of the Transaction Window to save changes to the database. The Transaction Window closes and the system brings the user back to the IMS Main Screen.

Notice that the Available Balance column has increase by the deposit amount.

Saving A List As...

Saving a copy of the active list with a different name or in a different location is done by

Selecting a list from the List Selector window,
Retrieving inventory information,
Tagging on the items on the Inventory Details window,
And right-clicking on the white space then selecting Save List As... item from the pop-up menu.

The SaveAs window displays where the user has to supply the following information:

The List Name which has maximum length of 47.
The List Type.
The Title of the list.

After supplying these information, clicking on the Save button adds the list to the database, otherwise clicking on the Cancel button aborts the operation.

When the user opts to save the list an information window displays.

Notice that the created list is displayed on the List Selector window.

Adding Entries To A List

Entries to a list can be added by

Selecting a list from the List Selector window,
Retrieving inventory information,
Tagging items on the Inventory Details window,
Selecting a list from the List Selector window where you want to add these entries,
Then right-clicking on the white space and selecting Add Entries to List item on the popup menu.

if entries are successfully added to the list an information window displays.

Notice that the entries are added on the selected list.

Adding an Extra Column to the Inventory Details window

Adding Extra an Extra Column is done by

Selecting a list from the List Selector window,
Retrieving inventory information,
Then right-clicking on the white space and selecting Add Extra Column item on the popup menu.

Scroll to the right of the Inventory Details window to see the extra column.

Filling Up a column With DMS Data

After adding an extra column (please refer to the function prior to this), right-click on the extra column and select Fill With DMS Data... on the pop-up menu.

On the event that the selected column is not the extra column, an error window displays.

If the selected column is the extra column, the Retrieve DMS Variate window displays.

Then

Select an item on the Study pulldown list,
Select an item on the GID Factor pulldown list, and
Select an item on the Variate pulldown list

and click on the Ok button to continue. Otherwise, click on the Cancel button to abort.

When opting to continue, the extra column is filled with DMS data.

Notice that the column header of the extra column is the name of the selected variate. Some rows may be empty, meaning these records doesn't have that particular variate from the DMS database.

Uploading From a Study

Uploading inventory information from a study is possible by selecting Inventory -> Upload -> From a Study on the menu.Take note that in this facility, your study should have been pre-uploaded in your DMS database using the Work Book, which is another module of ICIS.

The Inventory Tracker - Batch Processing window displays.

This window is divided into three parts:

The first part is the Source Study window where the user has to provide the Name of the source study by selecting a study name the Name pulldown window and the GID from the GID pulldown window.
The second part is the Batch Inventory Information window which is subdivided into two parts :
(a) the Constant Selection Parameters window has information that the user can select/encode if data is fixed for each record
(b) while the Variable Selection Parameters window has information that the user can select if data is changeable for each record. Both of these windows have the following items as selection :
(i) Location which is the location of a germplasm seed in the storage area
(ii) Amount which is the quantity of seed
(iii) Scale which is the measurement in units
(iv) Commitment Date which is the date of entry of the seed in the storage room, and
(v) Comments which is any remarks.
Take note that the user can only select one type for each item, that is, either from the Constant Selection Parameters or from the Variable Selection Parameters.
The third part is the window that displays added inventory data in the IMS database.

After supplying all the items needed for uploading into the IMS datase, the user clicks on the Start button to start the uploading process. Notice that records which are successfully uploaded are displayed on the screen.

Click on the Close button will close this window.Retrieving inventory information of the list will then show that the uploaded items have been added to the database.

Cancelling a Deposit

The user can cancel a deposit made by selecting a list from the List Selector window. Take note that the user must know which list has deposit records. Then selecting Inventory-> Cancel -> Deposits from the menu.

This will retrieve inventory records that has deposits.

Tag on the rows that needs to be cancelled then click on the Save button on the toolbar

This will display a confirmation message

Click on the Yes button to continue or the No button to abort.If the user opts to continue with the cancellation, an information window will display

Clicking on the ok button will go back to the Inventory Tracker Main Screen.

Notice that the cancelled deposit records are no longer on the Inventory Details window.

Cancelling a Reserve

The user can cancel a reserve made by selecting a list from the List Selector window. Take note that the user must know which list has reserve records. Then selecting Inventory-> Cancel -> Reservation from the menu.

This will retrieve inventory records that has reserve.

Tag on the rows that needs to be cancelled then click on the Save button on the toolbar

This will display a confirmation message

Click on the Yes button to continue or the No button to abort.If the user opts to continue with the cancellation, an information window will display

Clicking on the ok button will go back to the Inventory Tracker Main Screen.

Notice that the cancelled reserve records are no longer on the Inventory Details window.

Administrator’s Screen

When the user who has administrator rights can access the Administrator’s Form by logging on as Administrator. On the Inventory Tracker Main Screen’s main menu, an item named Security is provided for this facility. The user has to select on LogOn as Administrator sub-menu item under it, as follows:

The Administrator Log-On window displays, prompting the user to provide a valid User Name and Password.

For the sake of system testing, valid values are as follows:

User Name : imsadmin
Password : imsadmin

Upon clicking on the Ok button, the system displays the Inventory Tracker - Administrator’s Form